During the budgeting process, if circumstances change, you might need to add a new level, entity or account to your existing budget worksheets.
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What you can do depends on the type of budget, for example:
In a financial budget, you can:
Add an entity to a dimension, such as a country, division or branch. You can add the entity to a dimension in a specific category or all categories in the budget simultaneously.
Add an account that had no activity last year.
Add a level to a non-financial driver tab.
In a non-financial budget, you can add an entity to a dimension and add a level.
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In this example, your organization has received interest income from a new source in the UK. Previously you only ever received such income from one country, the USA. You need to add the UK as an entity in the Country dimension of the Other Income category.
On the Main tab, expand the rows to the applicable category, for example, Other Income.
Hover over the category row, then click the blue plus button
that displays.In the window that displays, select the entity you want to add.
Select the entities you want to add. You can select multiple entities.
Select the entity from which you want to clone the General Ledger accounts codes, for example the USA.
Click the Add Selected button.
Additional rows for the new entity (UK) and its cloned accounts display in the budget.
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If you change your mind or make a mistake, to remove this new entity, hover over the left of the entity name and click the Delete button that displays, then click Delete to confirm.
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In this example, your organization has acquired a new business in another country, New Zealand (NZ). You need to start budgeting for that country. You’ve added NZ to the Country dimension in your ERP system but it does not appear by default in your budget, so you need to add it in. As the operating environment is similar to Australia, you clone the General Ledger account codes that are in use in Australia.
On the Main tab, click the dimension (Country) in the top toolbar and click
Add [dimension] at the bottom of the list (the label of this dimension will depend on the circumstance, in this example it is Country).In the window that displays, select the entity you want to add. You can select multiple entities.
Select the entity from which you want to clone the General Ledger accounts codes, for example AUS.
Click the Add Selected button.
Additional rows for the new entity (NZ) and its accounts display under all categories in the budget.
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If you change your mind or make a mistake, you cannot remove this new dimension from all the categories in your budget at the same time; you need to remove it from each category, one at a time. Hover over the left of the entity name and click the Delete button that displays, then click Delete to confirm.
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For example, suppose that due to the Coronavirus restrictions last year, you had no entertainment expense but this year, things are returning to normal, so you want to budget for those entertainment expenses.
On the Main tab, expand the rows to the applicable category and dimension, for example, Operating Expenses > UK.
Hover over the entity row, then click the blue plus button
that displays.In the window that displays, select the the General Ledger account code(s) you want to add, for example, Entertainment. You can select multiple accounts.
Select one of these options:
To add the account to the selected entity only (UK), leave the default option selected.
To add the account to each entity in the category (UK and USA) , select the “Each Account in…” option.
Click the Add Selected button.
Additional rows for the new accounts(s) (expenses) display in the budget.
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If you change your mind or make a mistake, to remove the new account row, hover over the left of the account name and click the Delete button that displays, then click Delete to confirm.
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In this example, you can have added a Database driver tab for your Sales budget. You now want to budget at the Product Class level, so you need to add that level into the budget.
On the Sales tab, click the blue plus button next to the dimension (hierarchy level) in the top toolbar, then click the dimension (Product Class) you want to add as the new level. The budget updates accordingly.
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If you change your mind or make a mistake, to remove the new level, click the blue Delete button next to that level, then click Delete to confirm.
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In this example, your organization has opened up a new sales branch (Branch 5) in Australia. You’ve added the new branch to the Branch dimension in your ERP system but it does not appear by default in your budget, so you need to add it in.
On the Main tab, expand the rows to the applicable level, for example, AUS.
Hover over the level header row, then click the blue plus button
that displays.In the window that displays, select the entity (Branch 5) you want to add. You can select multiple entities.
Click the Add Selected button.
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An additional row for the new entity (Branch 5) displays in the budget.
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In this example, you can have added a Sales budget with one level, Country. You now want to budget at the Product level, so you need to add that level into the budget.
On the Sales tab, click the blue plus button next to the dimension (hierarchy level) in the top toolbar, then click the dimension (Product) you want to add as the new level. The budget updates accordingly.
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To budget at a more detailed (granular) level, you can add additional levels (dimensions) to the Main tab. For example, if you have a budget set up to budget by Country and Branch, you could add a level for Product Class underneath each Branch.
You can have up to six hierarchy levels in the Main tab. However, levels work differently in the two types of budgets (financial and operational).
Financial budget levels
In a financial budget setup, you can add up to four levels in addition to the two default levels of Category and Account (2+4=6). The levels are visible on the top right of the worksheet, and you can see the hierarchy when you expand the worksheet. For example, in the following image, you can see one level was added for County, bringing the total levels to three.
You can return to the budget setup to add more levels. It's best to do this before you start budgeting, in other words, before you edit any values in the worksheet, as there'll be little impact. You can add levels later in the budgeting process, but it'll likely result in the loss of entered data as you've changed the underlying structure of the budget. You'll get a warning message about this.
Operational budget levels
In an operational budget setup, you can add up to six levels of your choice. The levels are visible on the top right of the worksheet, and you can see the hierarchy when you expand the worksheet. For example, in the following image, you can see three levels were added: County Region and Sales Rep.
You can return to the budget setup to add more levels, or you can do it within the worksheet via the blue Add button next to the levels on the top right of the worksheet. For example, if you initially added four levels in the budget setup, you can add two more in the worksheet (4+2=6).
After you add the level, the worksheet page reloads. You can then expand the lines to view the additional levels of data.
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The level you add displays in blue, to differentiate it from the levels that were added during the workbook or worksheet setup. |
If you change your mind or make a mistake, to remove the new level, click the blue Delete button
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